Office Coordinator - Victoria, Canada - City of Victoria

City of Victoria

Verified Company

Victoria, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Office Coordinator - Finance:

(Continuous)

Finance Department

Competition #23/170

Internal/External Posting

Closing date:
August 1, 2023

POSITION FUNCTION
Coordinate and perform office administrative functions for the Finance Department.

KEY DUTIES

Coordinate, assign and review the work of approximately 1 clerical staff person performing clerical support for Supply Management Division and the Finance Department; ensure schedules, procedures and established performance and safety standards are met; provide employee training; provide input to employee performance appraisals; maintain attendance records.
Coordinate the processing of tenders and proposals; type tender/proposal documents and review language and format; distribute documents to prospective bidders; maintain bidders lists, vendor registration program, and tender directory. Enter purchase orders into the City's electronic financial system.
Perform departmental record coordinator functions by maintaining various filing systems, being the primary record authority for the Finance Department record keeping operations by liaising with the corporate records management division to arrange transfer, storage, disposal and retrieval of departmental records, participating in training departmental staff on recordkeeping practises and assisting the records management project teams by providing information and implementing specific tasks.
Perform related duties where qualified.

INDEPENDENCE
Work is generated by operational demand or requests for service.

Work is reviewed upon completion.

Issues such as changes from established procedures and practises are discussed with supervisor.

WORKING CONDITIONS

Physical Effort:

Sit with arms unsupported while keyboarding. (frequent)

Mental Effort:

Meet tender completion and advertising deadlines. (frequent)

Visual/Auditory Effort:

Focus on a variety of source data and computer for short periods. (frequent)

Work Environment:

Office.

KEY SKILLS AND ABILITIES

Organize and prioritize the work of a unit.
Type 60 wpm; advanced level operation of current City word processing, spreadsheet and related specialty software.
Maintain accurate records and coordinate record keeping practises.
Supervise a small staff.
Establish and maintain effective working relationships.
Deal effectively with the public and outside agencies.

QUALIFICATIONS

Formal Education, Training and Occupational Certification:
High school graduation.

Certificate in office administration. (6 months)

Certificate in current City word processing, spreadsheet and presentation programs. (175 hours)

Experience:

3 years of related experience in office administration, including supervisory experience.

or an equivalent combination of education and experience.

OTHER:

May be requested to substitute in a more senior position.

Work schedule:
Monday to Friday (35 hour work week)

$38.37 per hour, Pay Grade 10

Job Code #4094

This is a CUPE Local 50 Position
At the City of Victoria, we are committed to recruiting a diverse workforce that represents the community we serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.

Education :
College, CEGEP or other non-university certificate or diploma from a program of 3 months to less than 1 year
Experience : 3 years to less than 5 years